01-14-09 PRST -1
Brlz�
OF
0 cle4e4m/
YTD
Proposed
Actual
Actual
2008
Thru
2009
Detail Account Description
2006
2007
Budget 6/30/08
Budget
Explanation/Discussion
DEPT 45200 Parks Maintenance
E 101-45200-101 Full -Time Employees Regular $
36,528.54 $
37,735.92
$ 44,846.00 $
17,048.76 $
48,686.00
One full-time equivalent
E 101-45200-104 Part-time - Employees Regular
-
-
24,000.00
-
16,000.00
3 seasonal PT employees
E 101-45200-121 PERA
2,191.72
2,341.47
2,914.00
1,101.43
3,286.00
6.75% employer rate
E 101-45200-122 FICA AND MEDICARE
2,794.45
2,448.06
5,267.00
1,304.22
4,948.00
7.65% employer rate
E 101-45200-123 Health
7,392.00
3,318.00
9,432.00
-
8,570.00
Based on 2009 ins. rates
E 101-45200-130 Employer Paid Ins (GENERAL)
-
-
507.00
-
630.00
1 FT plus 10% increase
E 101-45200-202 Gas & Oil
-
3,171.13
7,500.00
798.34
5,000.00
Based on 2008 usage
E 101-45200-204 Insurance
24,696.00
29,209.00
30,000.00
-
35,750.00
Some incr. in 2009
E 101-45200-210 Operating Supplies (GENERAL)
1,481.91
7,462.93
10,000.00
1,394.15
10,000.00
Includes fert.,chemical, etc.
E 101-45200-220 Repair/Maint Supply (GENERAL)
-
2,330.03
7,000.00
3,386.23
7,000.00
More equipment but newer
E 101-45200-240 Small Tools/Equipment
276.12
603.68
5,000.00
1,918.86
5,000.00
Small park tools
E 101-45200-310 Miscellaneous
6,219.98
96.94
500.00
-
500.00
Same as 2008
E 101-45200-322 Utilities
2,466.69
20,286.99
22,000.00
3,611.94
25,000.00
New lights in parks, Lilypd irrig.
E 101-45200-325 Garbage Service
-
-
1,000.00
-
1,000.00
Same as 2008
E 101-45200-390 Contracted Services
28,128.99
6,137.17
18,000.00
18,000.00
Superior Lawn, T & C
E 101-45200-400 Repairs & Maint Cont
2,016.65
1,468.91
7,000.00
-
7,000.00
Same as 2008
E 101-45200-410 Rentals (GENERAL)
8,657.00
9,134.70
7,500.00
2,395.00
12,000.00
Park portables
E 101-45200-438 Pavement Management
-
78.47
25,000.00
-
25,000.00
Continue trail mgmnt plan
E 101-45200-501 - Equipment
12,507.66
-
-
-
-
Total Park Maintenance $
135,357.71 $
125,823.40
$ 227,466.00 $
32,958.93 $
233,370.00
ST -1
CCz<,kCx/ r,4
YTD Proposed
Actual Actual 2008 Thru 2009
Detail Account Description 2006 2007 Budget 6/30/08 Budget Explanation/Discussion
DEPT 45250 Park Commission Activities
E 101-45250-100 Wages and Salaries (GENERAL) $ 1,270.00 $ 690.00 $ 1,000.00 $ $ 1,000.00 No change
E 101-45250-310 Miscellaneous 100.21 419.34 - -
E 101-45250-350 - Printing and Binding 1,535.26 -
E 101-45250-410 Rentals (GENERAL) - - - (483.07) - -All in Park maintenance
E 101-45250-440 Recreation Programming 23,654.30 17,133.46 24,000.00 (13,321.81) 27,000.00 _ $6,000 + $21,000 for ISD 728
E 101-45250-530 Park Improvements - - - 20,000.00 For smaller capital items
$ 26,559.77 $ 18,242.80 $ 25,000.00 $ (13,804.88) $ 48,000.00
DEPT 45300 Heritage Preservation Comm
E 101-45300-101 Full -Time Employees Regular $ 380.00 $ 250.00 $ 500.00 $
E 101-45300-310 Miscellaneous $ 100.00 $ 414.67
E 101-45300-350 Printing and Binding 130.00 2,158.92 -
- $ 500.00 _No change
Total Heritage Preservation Commission $ 610.00 $ 2,823.59 $ 500.00 $ - $ 500.00
-42-
City of Otsego
Equipment Revolving Fund - Fund 206
Actual/Projected Fund Balance, January 1
Add:
-PAmk U;Pmp N1
lf�fZJ4_54
Fft-M
180,000
190,000
200,000
Preliminary
Water and Sewer Fund contribution for Truck with Hoist
Actual
Actual
Current
Projected
2006
2007
2008
2009 2010 2011
$ 290,930
$ 350,887
$ 366,985 $
390,779 $ 209,149 $ 184,378
General Fund budget transfer
169,182
154,000
180,000
190,000
200,000
210,000
Water and Sewer Fund contribution for Truck with Hoist
-
-
-
-
Sale of assets
4,000
Interest Income projected at 2.5% of beginning of year balance
9,022
15,002
-
9,769
5,229
4,609
Balance and Additions
469,134
523,889
546,985
590,549
414,378
$ 398,987
Less: Public Works Vehicles & Equipment
Tractor/roadside mower/broom
60,810
Roller
13,312
Tractor - JD4720 (replaced two others)
24,955
Landpride mower
11,580
Overseeder
7,590
Safety equipment & misc.
7,025
Tools
15,191
Mobile Lifts
31,356
Mower (parks)
19,194
25,000
Lawn mower
2,620
2006 Ford F-450 Dump Truck
34,631
Sign shop equipment/software/consulting setup
14,763
PW Building furnishings
32,124
2008 Sterling L8500 plus plow equipment
141,243
Crane/Box for 2002 Ford
14,963
Budgeted but not expended as of this date
Vac & Jetter Truck (new vac jeffer trucks are about $300,000) - some monies can come from S & W
90,000
Backhoe, net of expected trade in
Sprayer (5,000), Vacuum trailer (17,500), Aerator(4,500)
5,000
Mowing trailer (2,500), Tack trailer (13,000) - Tack trailer built by PW Department
Tandem Dump W/Plow
160,000
S/A Dump W/Plow
135,000
140,000
Toolcat (all-purpose vehicle)
55,000
Used boom truck
25,000
Air compressor & equipment
20,000
Hydraulic 18" mill (9,500), Walking irrigator (8,900), Harley rake (8,000)
26,400
Upgrade skidster loader
15,000
Replace 2002 Ford 1 ton with plow
35,000
Recondition road grader or sweeper
175,000
Miscellaneous small equipment
20,000
40,000
Total Expenditures
118,247
156,904
156,206
381,400
230,000
355,000
Actual/Projected Fund Balance, December 31 $
350,887
$ 366,985 $
390,779
$ 209,149
184,378
$ 43,987
Other Budgeted Funds
-4-
reconciled
12/31/2008
1/13/2009
P, e —�Lk .5
�1'-Jel P Me -4 F , L"�- -* I
City of Otsego
Park Development Fund
Summary of Activity
For The Years Ended December 31, 2003 through 2008
Revenue
Park dedication fees
Interest income
Total Revenue
Expenditures
Park development
Excess Revenue (Expenditures)
Fund Balance, January 1
Fund Balance, December 31
Preliminary
2003 2004 2005 2006 2007 2008 Totals
$ 478,631
$2,140,540
$ 1,861,463
$ 166,302
$ 121,158 $
8,216 $4,776,310
9,510
20,911
76,766
100,060
63,181
- 270,428
488,141
2,161,451
1,938,229
266,362
184,339
8,216 5,046,738.
1,284,192
517,067
1,344,118
1,771,656
287,803
76,384
5,281,220
(796,051)
1,644,384
594,111
(1,505,294)
(103,464)
(68,168)
(234,482)
1,347,956
551,905
2,196,289
2,790,400
1,285,106
1,181,642
1,347,956
$ 551,905
$2,196,289
$2,790,400
$1,285,106
$ 1,181,642
$ 1,113,474
$ 1,113,474
From 2003 thru 2007 the City completed work on the following park projects:
Prairie Park, School Knoll Park, Lilly Pond Park, Beaudry Meadows Park, Kittredge Crossings Park and
Zimmer Farms Park.
In 2008 the park projects included Lilypond lighting and irrigation and the Ohland bike path
park development 203.xIs Page 1
City of Otsego
imunity Facilities Special Revenue Fund No. 208
Actual/Projected Fund Balance, January 1
Add:
Developer fees
Interest Income projected at 2.5% of beginning of year balance
Balance and Additions
Less:
Development projects
Total Expenditures
Actual/Projected Fund Balance, December 31
Actual Actual Preliminary Projected
2006 2007 2008 2009 2010
$ 817,511 $ 897,647 $ 961,718 $ 963,362 $ 987,446
47,158 19,567 1,644
32,978 44,504 - 24,084 24,686
897,647 961,718 963,362 987,446 1,012,132
$ 897,647 $ 961,718 $ 963,362 $ 987,446 $ 1,012,132
Other Budgeted Funds -4- 1/13/2009
NORTHWEST ASSOCIATED CONSULTANTS, INC.
4800 Olson Memorial Highway, SUite 202, Golden Valley, MN 55422
Telephone: 763.231.2555 Facsimile. 763.231.2561 plan ners,a-nacpla nning. com
MEMORANDUM
TO: Otsego Parks and Recreation Commission
FROM: Daniel Licht, AICP
DATE: 7 January 2009
RE: Otsego — Policy Manual; Adopt -A -Park program
NAC FILE: 176.08
The Parks and Recreation Commission requested that City staff review the City's
current Adopt -A -Park program to provide more detail and description regarding potential
activities and expectations for the City and participants.
A draft Adopt -A -Park policy is provided for initial review at the Parks and Recreation
Commission meeting on 14 January 2009 along with a revised application/agreement
form, waiver form and activity reporting form. The revised policy provides greater
direction as to the administration of the program and outlines expectations for the most
common activities. Flexibility to consider unique projects that may be proposed from
time to time is also incorporated.
The Parks and Recreation Commission should review the draft materials and provide
comment and direction to City staff on any modifications or additional information to be
included. Once the draft policy has been finalized by the Parks and Recreation
Commission, it is subject to approval by City Council resolution.
C. Mayor Jessica Stockamp
Council Member Mark Thorsted
Brad Belair, Public Works Supervisor
Tami Loff, Deputy Clerk
POLICY 1
ADOPT -A -PARK
Section:
1.01:
Purpose
1.02:
Participation
1.03:
Program
1.04:
Park and Trail Rules
1.05:
Agreement
1.06:
Waiver of Liability
1.01: PURPOSE: The purpose of the Otsego Adopt -A -Park program is
to encourage business, civic groups or individuals to assist, on a volunteer basis,
in improving and maintaining City parks and trails to provide for a welcoming and
safe recreation experience for all users.
1.02: PARTICIPATION:
A. Eligible Participants:
All persons eighteen (18) years of age or older.
2. Persons ten (10) years old, but under the age of eighteen (18)
years may participate provided that at least one person eighteen
(18) years of age or older is present as the primary responsible
person to supervise any work or service performed under the
Adopt -A -Park program.
3. A minimum group size of _ persons is required for adoption of an
entire park.
B. Application:
Requests to participate in the Otsego Adopt -A -Park program shall
be submitted to the City Clerk using the form provided by the City
and shall include the following information:
a. Name of organization.
Name, address and phone number of a primary contact
person at least eighteen (18) years of age or older.
C. Names and addresses for all participants; ages for any
participants under the age of eighteen (18) years.
d. Choice of park or trail facilities to adopt.
e. Proposed activity program.
Other information requested by City staff, the Parks and
Recreation Commission or City Council.
The Parks and Recreation Commission shall review the application
and proposed program activities and make a recommendation to
the City Council as to approval of the application taking into
consideration the capabilities of the participants and scope of the
activity program in relation to the facility to be adopted.
3. Upon receiving a recommendation from the Parks and Recreation
Commission, the City Council shall consider the application with
approval requiring a majority vote.
C. Participant Commitment:
Participants will be a positive representative of the City of Otsego
and a good role model for public service within the community.
2. Participants agree to a two (2) year commitment to the Adopt -A -
Park program; a two (2) year commitment shall not be required for
special projects approved under this Policy or as otherwise
recommended by the Parks and Recreation Commission and
approved by the City Council.
3. Participation in the Adopt -A -Park program may be renewed at the
end of the commitment period upon recommendation by the Parks
and Recreation Commission and approval of the City Council.
4. The City Council may terminate a participant in the Adopt -A -Park
program at any time.
D. City Support:
The City Council will award a certificate of appreciation to
participants at a regular City Council meeting.
VA
2. A sign identifying the participants will be placed for programs
involving adoption of an entire park after acceptance of at least two
(2) activity reports by the Parks and Recreation Commission.
3. Public works staff will coordinate and oversee participant activities.
4. The City will provide:
a. Trash bags and trash pick-up/disposal.
b. Other hand tools or safety equipment as determined by the
Public Works Supervisor.
1.03: PROGRAM ACTIVITIES:
A. Areas to adopt may include entire parks or particular areas within specific
parks including the following:
1 . Neighborhood parks.
2. Playgounds, picnic areas, sports fields/courts within community
parks.
3. Trail segments.
4. Trees, shrubs, flower beds.
4. Undeveloped park land.
B. Adopt -A -Park program activities may include:
Inspection of the adopted park facilities a minimum of one (1) time
per month to pick up trash, identify needed repairs, light
replacement and report graffiti or vandalism.
2. Park maintenance a minimum of two (2) times per year for trash
pickup, rake grass or sand to remove leaves, sweep shelters,
sidewalks and trails and clean picnic tables and benches or other
activities as approved by the Public Works Supervisor.
3. Planting of flowers, shrubs and/or trees.
a. Plants to be installed must be of a type and size approved by
the Public Works Supervisor.
Participants are required to maintain and water installed
plants for a minimum of one growing season.
3
C. The scope of work may be limited to adoption of one or mor,
planting beds within a given park.
4. Other activities subject to review by the Parks and Recreation
Commission and approval of the City Council.
C. Participants shall submit a monthly report of activities to the Parks and
Recreation Commission on the form provided by the City.
D. Activity Rules:
Work or service shall be limited to the approved activity within the
designated area upon City property.
2. Work or service only to be performed between the hours of 8:00
AM and 6:00 PM.
3. There must be at least one (1) person eighteen year of age or older
present or each five (5) persons under the age of eighteen (18).
4. Participants shall wear gloves and closed toe shoes while doing the
work or service.
5. The use of power tools, equipment and machinery by participants is
prohibited.
6. Participants shall not attempt repair of City owned property and will
report any needed repairs to the Public Works Supervisor.
7. Participants shall not attempt removal of any hazardous or
unreasonably large or heavy items and will report any such material
to the Public Works Supervisor.
E. All activities shall be coordinated with the Public Works Department:
The date and time work or service is to be performed shall be
approved by the Public Works Supervisor at least fourteen (14)
days in advance of the scheduled activity.
2. The Public Works Supervisor will review any safety procedures and
special instructions with participants before each activity.
1.04: PARK AND TRAIL RULES: Participants in the Adopt -A -Park
program shall comply with all rules and regulations for City parks and trails
established in Chapter 6, Section 7 of the City Code.
S
1.05: AGREEMENT: Participants shall enter into an informal agreement
with the City of Otsego for volunteer services to maintain and make
improvements within City parks and trails in accordance with a work program
reviewed by the Parks and Recreation Commission and approved by the City
Council and agreeing to waive liabilities as set forth by this Policy.
1.06: WAIVER OF LIABILITY: All participants in the Otsego Adopt -A -
Park program engaged in any work or service performed under this policy shall s
agreeing to the following:
A. All participants shall assume liability for and save the City of Otsego, its
agents and employees, harmless from and fully indemnify the City for any
and all claims for damages, actions or causes of action of any nature
arising out of the work or service to be done under the Adopt -A -Park
program.
B. All participants shall not be considered employees, agents or contractors
of the City of Otsego and any and all claims made by the participants or
other party engaged in work or services to be done under the Adopt -A -
Park program shall in no way be the obligation or responsibility of the City
of Otsego.
C. All participants shall provide a signed waiver of liability in the form
provided by the City prior to any work or service activity being performed
under the Adopt -A -Park program.
5
CITY OF
0 T S E G 0
8899 Nashua Ave., NE, Otsego, MN 55330
Phone: 763-441-4414 Fax: 763-441-8823
Adopt -A -Park Group (or Participant):
ADOPT -A -PARK
PROGRAM
PROPOSAL AND AGREEMENT
Contact Information for Responsible Individual (minimum 18 years of age or older):
Name:
Address:
City: State: Zip Code:
Phone(d):_ (e): e-mail:
* Please provide a separate list of all participants names, ages and contact information.
Program Proposal
Park or Area to be Adopted:
Scope of Work:
Terms and Conditions
1 . This agreement shal I be in effect for one (1) year from the date of City Council approval.
2. The participant(s) shall develop and follow an activity program of the property in accordance with
the Adopt -A -Park policy of the City of Otsego.
3. The participant shall provide a monthly report all program activities to the Parks and Recreation
Commission.
4. Each individual participating in the Adopt -A -Park program must sign a liability waiver in the form
provided by the City of Otsego.
5. Participants shall follow all park and trail regulations established by the Ci ty Code and adhere to
the Adopt -A -Park policy.
6. The City of Otsego may terminate this agreement at any tim e.
Participant: Date:
CITY OF
0 T S E G 0
8899 Nashua Ave., NE, Otsego, MN 55330
Phone: 763-441-4414 Fax: 763-441-8823
Adopt -A -Park Group (or Participant):
Participant Information:
Name:
Address:
City:
Phone(d):
(e):
Release of Liability and Waiver Agreement:
ADOPT -A -PARK
PROGRAM
LIABILITY WAIVER
State: Zip Code:
e- mail:
In consideration of myself or my child's participation in the City of Otsego's Adopt -A -Park program 1, the
undersigned, agree that:
A. All activities undertaken by me or my child are at my or my child's own risk and that the City of
Otsego, its employees, agents, contractors and volunteers shall not be liable for any claim,
demand, injury, damage, action, or causes of action whatsoever to myself or my child, my
property or my child's property do to the negligence or failure to act of the City of Otsego, its
employees, agents, contractors and volunteers arising out of or connected with my or my child's
participation in this program. I expressly forever release and discharge the City of Otsego its
employees, agents, contractors and volunteers from any such claim, demand, injury, damage,
action, or causes of action whatsoever.
B. I understand that my signature is required before my or my child's participation is allowed. I have
read this agreement carefully and know and understand its contents. I agree to participate or
allow my child to participate in the Adopt -A -Park program sponsored by the City of Otsego. I
understand that participation in the program is completely voluntary and that the program is being
offered as an optional activity for the benefit of the participants and that there is no requirement to
participate in the program.
Participant:
If participant is under eighteen (18 ) years of age:
Date:
Parent/Guardian: Date:
CITY OF
0 T S E G 0
8899 Nashua Ave., NE, Otsego, MN 55330
Phone: 763-441-4414 Fax: 763-441-8823
Adopt -A -Park Group (or Participant):
Month of:
Contact Information for Responsible Individual:
Name:
Phone(d):
Activity Report:
Date # of Activities
Participants
Notes/Comments:
Participant:
(e):
ADOPT -A -PARK
PROGRAM
MONTHLY REPORT
e- mail:
Date:
Please e-mail this report to cityha1l(@ci.otse_qo.mn.u2 by the first Monday of each month.